8.02 / Regular Student Employment

Applicability

1. This policy applies to Regular Student Employment and does not apply to graduate assistantships or federal work study positions. Policy 8.01 / Student Employment provides an explanation of the categories of student employment. Federal work-study and graduate assistantships are addressed under Policy 8.03 / Federal Work-Study and Policy 8.04 / Graduate Assistantships.

Student Employment Permitted

1. Eligible Students may hold Regular Student Employment positions in accordance with the requirements of this policy and applicable state and federal laws or regulations.

Eligibility Requirements

1. Minimum Enrollment

   1. Academic Year. To be eligible for Regular Student Employment during the academic year, the following must be met:
      1. Domestic Students must maintain a 6-credit-hour minimum enrollment per semester when working 16-30 hours per week, or a 3-credit-hour minimum enrollment per semester when working 15 hours or less per week.
      2. International Students are eligible for Regular Student Employment so long as they remain in compliance with the federal requirements for maintaining their visas. Generally, F-1 and J-1 status requires International Students to maintain a 12-credit-hour minimum enrollment per semester as an undergraduate, and a 9-credit-hour minimum enrollment per semester as a graduate Student.
   2. Summer. To be eligible for Regular Student Employment during the summer, Students must meet the following:
      1. Have been admitted to the University during the summer as a first semester undergraduate or a first semester graduate student and will enroll in courses in the upcoming fall semester; provided that International Students shall not begin performing work before their visa status allows; or
      2. During the preceding spring semester,
         1. As a Domestic Student, maintained a 6-credit-hour minimum enrollment or was employed in a Regular Student Employment position.
         2. As an International Student, maintained enrollment in the minimum credit hours to meet academic year eligibility requirements under Section III.C.1.a.ii of this policy.
      3. To the extent that an International Student meets one or more of the eligibility requirements in Section III.C.1.b.i-ii of this policy, they must also remain compliant with any other federal requirements for maintaining their visa status.

   3. Enrollment Exceptions

      1. Undergraduate Domestic Students may qualify for a limited one-time exception from the enrollment requirements for Regular Student Employment where it is 1) the Student’s final semester before graduation or 2) a course is canceled through no fault of the student and the Student is unable to enroll in another course. To request an exception, undergraduate Domestic Students must submit the Undergraduate Student Employment Exception Request form. Graduate Domestic Students should contact the Graduate School to determine if any exceptions to enrollment requirements are available to them.
      2. International Students may not enroll in fewer credit hours unless they provide proof that they qualify for an exception under the F-1 or J-1 regulations and they obtain approval from the Office of International Education.

2. Completion of Program

   1. Domestic Students who have completed their academic program are no longer eligible for Regular Student Employment, except under the following circumstances:
      1. They have been admitted into a University graduate program or have been reactivated or readmitted for further undergraduate studies, and otherwise meet the minimum enrollment requirements required under this policy.
      2. If they held a Regular Student Employment position during the preceding spring semester, they may continue working in a Regular Student Employment position during the summer following their spring graduation until fall semester classes begin.
   2. International Students who have completed their academic program are no longer eligible for Regular Student Employment, unless they have been admitted to another University program and have been issued a Change of Education Level I-20 by the Office of International Education, and otherwise meet the minimum enrollment requirements required under this policy.

Type of Work

1. Domestic Students holding Regular Student Employment may generally perform any type of work for which they are qualified.
2. International Students holding Regular Student Employment may only perform On Campus Employment and/or authorized CPT, unless otherwise permitted under federal immigration laws, regulations and guidance. International Students should contact the Office of International Education for more information about permissible work.

Maximum Hours of Work

1. During Academic Year

   1. While classes are In Session, Domestic Students shall not exceed 30 hours of work per week for the University, except that during winter and spring breaks Domestic Students may work up to 40 hours per week. These hourly limitations are inclusive of any combination of Regular Student Employment, federal work study, and/or graduate assistantships.
   2. While classes are In Session, International Students shall not exceed 20 hours of work per week, except that during winter and spring breaks International Students may work up to 40 hours per week. These hourly limitations are inclusive of hours worked in Regular Student Employment and graduate assistantships, and may be subject to further limitations in relation to CPT performed in non-Regular Student Employment positions, as required by federal laws, regulations, or guidance. International Students should contact the Office of International Education for more guidance on hourly limitations for CPT.

2. During Summer

   1. Domestic Students may not exceed 40 hours of work per week for the University during the summer. This hourly limitation is inclusive of any combination of Regular Student Employment, federal work study, and/or graduate assistantships.
   2. International Students may not exceed 40 hours of work per week during the summer. This hourly limitation is inclusive of hours worked in Regular Student Employment and graduate assistantships, and may be subject to further limitations in relation to CPT performed in non-Regular Student Employment positions, as required by federal laws, regulations, or guidance. International Students should contact the Office of International Education for more guidance on hourly limitations for CPT.

Compliance

1. Enrollment Requirements

   1. Domestic Students

      1. The University Payroll Office monitors compliance with enrollment requirements for Domestic Students on the University’s payroll system and notifies the respective department of any violations.
      2. Human Resources for the Rhatigan Student Center (“RSC”) monitors compliance with enrollment requirements for Domestic Students on the RSC’s payroll system and notifies the respective department of any violations.
      3. Domestic Students failing to meet enrollment requirements must be terminated from their Regular Student Employment position by the end of the payroll period in which it becomes known that eligibility requirements have not been maintained, or the employing department may move the non-compliant Domestic Student into a non-Regular Student Employment position if necessary, subject to the approval of Human Resources.

   2. International Students

      1. The Office of International Education is responsible for monitoring compliance with enrollment requirements and visa status for International Students.
      2. International Students failing to meet enrollment requirements must be terminated from their Regular Student Employment position by the end of the payroll period in which it becomes known that eligibility requirements have not been maintained.
2. Maximum Hours. The employing department is responsible for monitoring a Student’s compliance with the maximum hours permitted or approved for the Student for that department. If a Student exceeds the maximum hours permitted, the employing department will notify Human Resources. For International Students, the Office of International Education will also be notified.

1. Controlled Affiliated Organizations: Wichita State University Intercollegiate Athletic Association, Inc., Wichita State University Union Corporation, Wichita State University Innovation Alliance, Inc., and WSIA Investments Corporation.
2. Curricular Practical Training (or CPT): Employment or practical training, whether paid or unpaid, authorized for an International Student in valid F-1 status that is directly related to the International Student’s major field of study and is an integral part of the International Student’s established curriculum, such as a required internship, practicum, cooperative education experience, or course for academic credit, and that is authorized in advance by a Designated School Official (as defined in federal regulations). Nothing in this policy shall be construed as limiting or authorizing CPT. The Office of International Education should be consulted for approvals and limitations relating to CPT.
3. Domestic Students: Students of the University who are U.S. citizens, lawful permanent residents, refugees, or asylees.
4. Employee: An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees.
5. F-1 Visa (or F-1): A temporary non-immigrant visa category that allows an individual who is not a U.S. citizen, lawful permanent resident, refugee, or asylee to enter the United States for the primary purpose of pursuing a full course of study at a U.S. academic institution.
6. In Session: The period in which University classes are actively in progress during an academic semester. This period begins on the official first day of classes of the semester and continues through the last day of final examinations for that semester. This period does not include condensed presession courses.
7. International Students: Students who are not U.S. citizens, lawful permanent residents, refugees, or asylees, and are attending the University pursuant to a non-immigrant visa status.
8. J-1 Visa (or J-1): A temporary non-immigrant visa category that allows an individual who is not a U.S. citizen, lawful permanent resident, refugee, or asylee to enter the United States to participate in federally approved exchange programs designed to promote the interchange of persons, knowledge, and skills, in the fields of education, arts, and science.
9. On Campus Employment: Includes (1) work performed for the University itself on University Premises (such as positions in campus offices, libraries, dining facilities, research labs, or departments); (2) work performed for commercial entities that have contracted with the University to provide direct student services on University Premises (such as bookstores or food service vendors operating under contract with the University); or (3) employment at a location that is not on University Premises but is educationally affiliated with the University and that is either (a) associated with the International Student’s academic department’s established curriculum, or (b) related to contractually funded projects at the post-graduate level that are an integral part of an International Student’s academic program.
10. Regular Student Employment: A type of employment position with the University or a Controlled Affiliated Organization held by a Student that is not federal work-study or a graduate assistantship. Federal work-study and graduate assistant positions are addressed under Policy 8.03 / Federal Work-Study and Policy 8.04 / Graduate Assistantships.
11. Student: An individual who has been notified of admission to the University; is enrolled in, auditing, or participating in any University course or program; or has a continuing relationship with the University. An individual is considered a student until they notify the University they are no longer a student or the University informs them that they are no longer a student.
12. University: Wichita State University.
13. University Premises: University Premises includes University owned land, buildings and vehicles; buildings and land leased by the University from an affiliated corporation or a third party; and any other property controlled by the University that is set forth by agreement that the University may restrict access. University Premises may change from time to time. A list of campus locations may be found in the University's Annual Security Report that is located on the University’s Clery webpage.

Hiring Process

1. Students will be hired for Regular Student Employment in accordance with the procedures of this policy and Policy 3.20 / Recruitment, Hiring, and Onboarding.
2. Upon acceptance of a contingent offer of employment, Students are provided electronic new hire paperwork that must be completed prior to the start date, including but not limited to providing documentation that establishes identity and eligibility to work in the United States.

Benefits and Deductions

1. Regular Student Employment positions are not eligible for employment benefits or leave, except as required by law. Regular Student Employment positions are exempt from social security deductions while enrolled. Social security will be deducted when Students are employed but not enrolled during the summer. Further information about Student Employee payroll and the student FICA exemption can be found in Policy 13.10 / Student Employee Payroll.

Wage Rates

1. A person shall not be compensated at less than the federal minimum wage.

Pay Period

1. Pay periods will begin on Sunday and end two weeks later on Saturday, according to the University Payroll Schedule. Paychecks will be issued two weeks later on Friday. If Friday (payday) is a holiday, paychecks will be issued on the closest preceding workday.

Timesheets

1. Students must keep an accurate record of hours worked during employment in the University Timekeeping System.

Disputes and Complaints

1. Employment Disputes. Students holding Regular Student Employment should attempt to resolve employment disputes through the resolution processes described in Policy 3.15 / Internal Dispute Resolution Process. Students may contact their assigned Human Resources Business Partner for assistance in navigating this process. Students may also contact Student Affairs regarding available Student resources.
2. Discrimination, Harassment, and Retaliation. Complaints of alleged harassment, discrimination, or retaliation based on a protected characteristic, sexual misconduct, sexual harassment, relationship violence, and/or stalking may be submitted in accordance with Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors and Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors.

Change of Status

1. Any change of status (e.g., salary, funding account, termination, etc.) must be processed in Banner via an Electronic Personnel Action Form (“ePAF”).

Managing Performance and Terminations

1. Performance concerns must be addressed in accordance with Policy 3.48 / Coaching and Corrective Action.